City of Sacramento City Council 915 I Street, Sacramento, CA,

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1 City of Sacramento City Council 915 I Street, Sacramento, CA, Meeting Date: 9/20/2011 Report Type: Consent Title: Contract: Rooney Police Station Fiber Optic Cable Installation Project Report ID: Location: District 5 Recommendation: Adopt a Resolution approving the contract plans and specifications for the Rooney Police Station Fiber Optic Cable Installation Project, and awarding the contract to Newland Entities Inc. for an amount not to exceed $104,590. Contact: Bill Busath, Interim Engineering Manager, (916) ; Dave Hansen, Supervising Engineer, (916) Department of Utilities; Brian Dabel, (916) , Information Technology Manager, Police Department Presenter: None Department: Department Of Utilities Division: Cip Engineering Dept ID: Attachments: 1- Description/Analysis 2 - Background 3 - Location Map 4 - Resolution City Attorney Review City Treasurer Review Approved as to Form Reviewed for Impact on Cash and Debt Janeth D. San Pedro Russell Fehr 9/15/2011 9:13:20 AM 9/1/ :37:21 AM Approvals/Acknowledgements Department Director or Designee: Dave Brent - 9/15/2011 8:43:49 AM Eileen Teichert, City Attorney Shirley Concolino, City Clerk 1 of 6 Russell Fehr, City Treasurer John F. Shirey, City Manager

2 Description/Analysis Issue: Currently, the Rooney Police Station uses four T1 phone lines for its communication needs. These lines utilize older technology and are inadequate for the current data transfer needs. Therefore, the Police Department requested that fiber optic cable be installed from the City s Corporation Yard to the Rooney Police Station. The City s Corporation Yard is the closest city facility with a fiber hookup. The Rooney Police Station Fiber Optic Cable Installation project was advertised and bids were received on July 27, Newland Entities Inc was the lowest responsive and responsible bidder. Policy Considerations: The Community Development Department, Environmental Planning Services Division, has reviewed the project and has determined that this project is exempt from California Environmental Quality Act (CEQA) under Section 15301(b) of the CEQA Guidelines (minor alteration of utility facilities involving no expansion of use). Environmental Considerations: The Community Development Department, Environmental Planning Services Division, has reviewed the project and has determined that this project is exempt from California Environmental Quality Act (CEQA) under Section 15301(b) of the CEQA Guidelines (minor alteration of utility facilities involving no expansion of use). Sustainability: The Rooney Police Station Fiber Optic Cable installation project is consistent with the Sustainability Master Plan goal of improving our building and transportation infrastructure. Since the new fiber optic cable will carry more data at faster rates than the existing T1 lines. Commission/Committee Action: None Rationale for Recommendation: The new fiber optic cable will enhance the communication capabilities of the Rooney Police Station and allow the Police Department the ability to upgrade the video systems within their police cars stationed at Rooney. This fiber will be used to enhance the communication capability of this Police Station by increasing the bandwidth at which data can be transferred. In addition, the T1 phone lines are leased and this cost can be eliminated by using the City s fiber optic system. Financial Considerations: The estimated total project costs, including the construction contract amount of $104,590, are $137,750. This project is being funded by a Jag Recovery Grant that was awarded to the Police Department in The Jag Recovery Grant number is G and the amount of the grant was for $2,527,660. This grant has sufficient funding for this project. Emerging Small Business Development (ESBD): This project includes participation goals of 20% for emerging and small business enterprises as required by Ordinance and Resolution relating to ESBD participation goals and policies, adopted by City Council on February 9, Newland Entities, Inc exceeded the ESBD goals with a participation level of 100%. 2 of 6

3 Attachment 1 Background Currently, the Rooney Police Station uses four T1 phone lines for its communication needs. These lines utilize older technology and consequently limit the amount of information that can be transferred. The T1 lines are not sufficient to send and retrieve data such as s with attachments as this causes the system to slow down for the entire facility. In addition, the Police Records Management system and the electronic police reporting system require the use of fiber optic cables to carry the large amount of data generated by these systems. The Police Department is currently upgrading its police car video system which will capture video digitally. This video will then be downloaded wireless from the police car to the police substation, such as Rooney, then sent to a main depositary for evidentiary archival. The T1 phone lines will not handle the large amounts of video data that will need to be processed using this new video system. Therefore, the Police Department requested that fiber optic cable be installed from the City s Corporation Yard to the Rooney Police Station. The City s Corporation Yard is the closest city facility with a fiber hookup. This new video system requires the use of fiber optic cable in order to carry the large amounts of video data generated by the police cars during traffic stops and etc. The new fiber cable system will be used for all of their communication needs such as video storage, Police Management system, electronic police reporting, system, internet access, ECAPs, and etc. The police department will also be able to use the fiber optic cable to connect to other Law Enforcement Agencies (i.e. DOJ, FBI, Sheriff, etc.). The Police Department requested that the Department of Utilities design and manage this project as they lack the staff for this type of project. In addition, several fibers are being installed for the Department of Transportation. These fibers will be used to enhance traffic signal coordination at several intersections along the fiber route. City staff is recommending that City Council accept the lowest responsive and responsible bid from Newland Entities and award the contract. Four (4) bids were received and opened by the City Clerk on July 27, 2011, and are summarized below: Bidder Bid Amount ESBE Participation Newland Entities Inc. $104, % M & M Electric $116, % Arrow Construction $117, % 3 of 6

4 Pacific Excavation Inc. $160, % The engineer s construction estimate was $110, of 6

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6 RESOLUTION NO. Adopted by the Sacramento City Council AWARD A CONSTRUCTION CONTRACT FOR THE ROONEY POLICE STATION FIBER OPTIC CABLE INSTALLATION PROJECT (GRANT # G ) BACKGROUND A. The Rooney Police Station Fiber Optic Cable Installation project will install new fiber optic cable to the Rooney Police Station, which will enhance the communication capabilities of the police station and allow the use of a new digital video system for their police cars. B. The Rooney Police Station Fiber Optic Cable Installation project was advertised and bids were received on July 27, Newland Entities Inc was the lowest responsive and responsible bidder. C. The Rooney Police Station Fiber Optic Cable Installation project is being funded from a Jag Recovery Grant (Grant No. G ) from the Police Department and there is sufficient funding to award the construction contract and complete the project based on a total project cost of $137,750. BASED ON THE FACTS SET FORTH IN THE BACKGROUND, THE CITY COUNCIL RESOLVES AS FOLLOWS: Section 1. The contract plans and specifications for the Rooney Police Station Fiber Optic Cable Installation project are approved, and the contract is awarded to Newland Entities Inc. for an amount not to exceed $104, of 6